Deck 11: Organizing and Preparing Reports and Proposals

Question 1

When a consultant proposes a program to a client, a memorandum report is preferred over a letter report.

Answer 1

False

Question 2

To enhance credibility, incorporate emotional terms in your document.

Answer 2

False

Question 3

When designed correctly, form reports save time and increase clerical accuracyby providing designated places for specificitems.

Answer 3

True

Question 4

An appendix contains supplementary information that supports the report but is not appropriate for inclusion in the report itself.

Question 5

Talking headings in business reports talk about the content of the sections and reveal any conclusion presented in the sections.

Question 6

All report headings that are of the same level must be consistent in position, appearance, and grammatical construction.

Question 7

"Authorization was received from the IRS" is an example of a sentence using active voice.

Question 8

Identify the parts of the addenda of a report.

A)Introduction, body, and analysis
B)References, appendices, and index
C)Executive summary, authorization, and transmittal
D)Table of figures, table of contents, and title page

Question 9

In a collaborative writing team, the entire team works together on each section of the proposal of major size.

Question 10

An unsolicited proposal is prepared by an individual or firm who sees a problem to be solved and proposes a solution.

Question 11

Which of the following is a preliminary part of a formal report?

A)Appendices
B)Transmittal
C)References
D)Introduction

Question 12

An analytical report:

A)is designed to solve a specific problem or answer research questions.
B)is designed to give information about a specific trend or phenomenon.
C)is a written description of how one organization can meet the needs of another.
D)is designed to present updates for current projects.

Question 13

A bid request describes a problem that needs to be solved and invites respondents to describe their proposed solutions.

Question 14

Typically, an executive summary is included to assist the reader in understanding a long, complex report.

Question 15

In a formal report, the use of first-person pronoun, I, is generally acceptable.

Question 16

A manager who asks for a report on the best phone system for an office will request a justification report to support the recommended decision.

Question 17

Which of the following best describes a table of contents?

A)A table of contents provides an analytical overview of the report and the order of the information.
B)A table of contents aids the reader in locating a specific graphic in a report with many graphics.
C)A table of contents summarizes the essential elements in an entire report.
D)A table of contents is an alphabetical list of sources used in preparing the report.

Question 18

Conclusions are inferences drawn from research findings, while recommendations are a writer's opinion of what action should be taken based on the conclusions.

Question 19

The most widely used report format for communication within an organization is the letter report.

Question 20

Which of the following best describes the role of the executive summary in a formal report?

A)The executive summary aids the reader in locating a specific graphic in a report with many graphics.
B)The executive summary lists alphabetically the sources used in preparing the report.
C)The executive summary provides the reader with the order in which information is presented.
D)The executive summary outlines the essential elements in the entire report.

Question 21

Which of the following points is true of the use of headings in outlines?

A)Use different font style and color for headings of the same level that address different parts of the report.
B)All first-level headings should contain one second-level heading only.
C)Add up to six-level headings in each report to make a report more organized.
D)All headings of the same level must be treated consistently.

Question 22

Explain the significance and contents of an executive summary in a report.

Question 23

Which of the following is an optional feature of a short report?

A)Graphics
B)References
C)Abstract
D)Title page

Question 24

Which of the following is an accurate statement about proposals?

A)The qualification of personnel involved in a proposal is irrelevant.
B)The summary is always at the end of the proposal.
C)Page design features add to the effectiveness of the proposal.
D)Methodologies should be kept vague to protect trade secrets.

Question 25

What are the three purposes served by the preliminary parts in a report
Give an example of a preliminary part that serves each purpose.

Question 26

Identify a feature that is focused upon in a short report.

A)Method
B)Index
C)Bibliography
D)Executive summary

Question 27

Which of the following is true about the purpose of a proposal?

A)The purpose can be labeled as a problem in a proposal.
B)The purpose can be included only in the last section of a proposal.
C)A proposal should always include purpose along with the scope.
D)A proposal should contain objectives beyond the capacity of fulfillment.

Question 28

Which of the following is an example of a form report?

A)Request for proposal
B)Justification report
C)Annual report
D)Bank check ​

Question 29

Derek is assigned the task of writing a short report about his findings on the attitudes of custodial employees on the job. The audience for the report is the management of his company. Which of the following formats should Derek use?

A)Letter format
B)Memorandum format
C)Form report
D)Solicited report

Question 30

Rozell & Ramos Associates receives bid requests from three companies with specific details to design the lighting in their new apartments. Rozell & Ramos will respond to the bid requests with a(n) _____.

A)interrogatory proposal
B)solicited proposal
C)unsolicited proposal
D)internal proposal

Question 31

Identify a method to improve transition in a formal report.

A)Use tabulations and enumerations.
B)Use active voice.
C)Avoid first-person pronouns.
D)Avoid using tense consistently.

Question 32

Which of the following is an accurate statement about a report?

A)Analytical reports are used when comparing items for purchase.
B)Formal reports place two headings consecutively without any intervening text.
C)References are usually not included in a report that solve specific problems.
D)Addenda parts in a report use the same page numbering system as that in the body of the report.

Question 33

You have been asked to compare Product A with Product B based upon three criteria: cost, reliability, and durability. Using roman numerals, write the content outline for this task. Assume you would have a standard introduction and conclusion.

Question 34

Which of the following is an example of an unsolicited proposal?

A)Gale, an IT manager at Matrix Corporation, writes a proposal to senior management seeking the purchase of a new mainframe computer to upgrade productivity.
B)Corporate Supplies Inc., a long-time supplier to the Corwin Company, submits a proposal to fulfill the latter's cafeteria supplies requirement.
C)Selena, a recruiter at Humanist Inc., sends a proposal to the Leighton Company to combat the issue of the latter's recruitment process.
D)The Landis Company submits a proposal to the auditing firm Murdoch Associates to conduct a wide and far-reaching company audit.

Question 35

Which of the following best describes an index?

A)An index is a collection of information, such as questionnaires, that supports a report.
B)An index is an alphabetical listing of the sources used in preparing a report.
C)An index is an alphabetical guide to the subject matter in a report.
D)An index is a short summary of the essential elements in a report.

Question 36

Which of the following best describes an appendix of a report?

A)The appendix contains supplementary information that supports the report but is not appropriate for inclusion in the report itself.
B)The appendix is an alphabetical listing of the sources used in preparing the report.
C)The appendix summarizes the essential elements in an entire report.
D)The appendix is an alphabetical guide to the subject matter in a report where the subject and each page number on which the subject appears are listed.

Question 37

Which of the following best describes a justification report?

A)A report designed to solve a specific problem or answer research questions.
B)A report that includes only the minimum supporting materials to achieve effective communication.
C)A report that outlines comparative information clearly to the reader.
D)A report that meets the demand for numerous, repetitive reports.

Question 38

The structure of a proposal:

A)does not include equipment used in research.
B)avoids including the budget of a program.
C)is usually designed to be a short, brief report.
D)includes details about the manner in which a problem is solved.

Question 39

The proposal written by a manager to introduce changes in a company is called a(n) _____.

A)solicited proposal
B)unsolicited proposal
C)external proposal
D)internal proposal

Question 40

Which of the following suggestions should be applied when writing a formal report?

A)​Use tense consistently.
B)​Use first-person pronouns as a rule.
C)​Use passive voice.
D)​Place two headings consecutively without any intervening text.

Question 41

Analysis of an Executive Summary of a ReportRead and analyze the following executive summary of a report written on the implementation of a secure intranet.
Executive Summary
raden Inc., a small but growing manufacturing business, has operated in Indianapolis, Indiana for ten years. Darren Russell, the president, considered the implementation of a website for the company. He had concerns about the cost to create and maintain an effective site. Russell established a team to study the possibility of setting-up a company website at an affordable cost.
The team conducted research using primary and secondary research methods. Current literature was examined, and a survey was conducted through a Chamber of Commerce membership list of 50 small business owners of various companies in the metropolitan area that had a company website.​The report discussed the following topics related to the initiation of a company website: (1) benefits to be gained, (2) challenges in development and maintenance, (3) projected costs, and (4) guidelines for getting started. Detailed conclusions of the study can be found in the full report.​The study concluded that intranets have become extremely popular because of the various benefits they offer. Potential problems of intranets can be addressed with recommended security measures. Braden Inc. should proceed with plans to establish a secure intranet.
Required:
Write a critical analysis of this executive summary and discuss the content as well as the writing style.

Question 42

Describe the benefits of form reports.

Question 43

Writing a Short Report​McCray Inc. has been asked by Grail Corporation to conduct a green audit of the company's environmental practices.​Required: Write a short report in the expanded letter format detailing the findings and recommendations of the green audit.

Question 44

What is research credibility
How can you enhance your credibility as a researcher?

Question 45

Explain the differences between internal and external proposals as well as solicited and unsolicited proposals.

Question 46

Discuss the guidelines for preparing a proposal.

Question 47

What are the ways in which abrupt changes in idea can be written smoothly in a report?

Question 48

Describe short reports. List some features that may be incorporated in short reports.

Question 49

List at least five suggestions that should be applied to use an effective writing style in a formal report.

Question 50

Headings as Signposts
Headings are signposts that inform readers about what text is ahead. Talking heads that are parallel in structure can be used in a basic outline to communicate the content of the section and even give a conclusion about the section. The following headings for two reports are not parallel and will not be effective points in a basic outline.Required:
Rewrite the headings to make them parallel talking heads. Then, develop a basic outline with a heading for each factor based on the revised talking heads.∙Report 1: Organize Your Finances; Budget; Insurance is Important; You Need a Will; Emergency Savings is Necessary∙Report 2: Healthy Food is Good for You; Get Regular Exercise; Stress Reduction